RCI-RAdministrative Assistant , CA; Hybrid

Job Code: RCI-ROCG-40747

Job Title:

Administrative Assistant

Location:

Mississauga, ON, CA L5N 5M8 (Hybrid)

Duration: 06 Month extension possible based on needs and performance

Minimum Salary: $29.00 Per Hourly CAD

Maximum Salary: $34.00 Per Hourly CAD

Working Model:
Hybrid (three days onsite, two remote - anchor days will be determined once the candidates are selected) (Preferred)

Alternate Option:
Remote. Applicants must be able to provide support to the Central time zones. Up to 25% of business travel will be required by air or car for internal and external meetings.

Workday Days:
Monday through Friday

Working Hours:

8 AM to 4 PM or 9 AM to 5 PM ET

Administrative Associate I will support the Commercial Pharma organization by anticipating, assessing, and fulfilling stakeholder needs proactively, in a well-organized, customer‑centric manner.

• Provide administrative partnership to the assigned leader, inclusive of calendaring, communications, meeting planning, and other administrative tasks as needed;
• Independently manage assigned leader calendaring and scheduling with various leadership levels of internal and external stakeholders, with a high level of confidentiality and proactivity;
• Plan, schedule, and coordinate team & Leadership Team meetings;
• Act as "go-to-person" for general administrative questions or other inquiries;
• Maintain key document warehousing, and distribution lists for the teams;
• May participate in special projects to partner with the Leadership Team or team initiatives.

• Draft transparent and effective communications;
• Present ideas to leadership with a strong presence and verbal communication skills;
• Partner with internal stakeholder groups to track, manage, prepare, and support various projects, engagements, and communication channels;
• Coordinate collecting and implementing feedback for communications and surveys when applicable.

• Leverage a wide network across the organization to influence effective stakeholder engagement and connection;
• Work proactively with leadership and partners regularly to schedule, plan, and coordinate high-impact meetings and presentations;
• Demonstrate strong planning & project management skills with effective follow‑up across functional groups.

• Support contract or funding requests as they relate to various team activities (e.g., HCP consulting, etc.);
• Assist the team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other groups, etc.;
• Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries, etc.);
• Complete Vendor requests and submit and respond to tickets associated with Vendor Master Data;
• Collate and track high‑level timelines and milestones for key team deliverables;
• May participate in special projects to support Commercial initiatives;
• Partner closely with the following departments on applicable business matters, updates, and troubleshooting: HR, IT, Procurement, Finance, Meeting Services, and Compliance.

• Handle logistics for team meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment;
• Execute team building, culture, wellness, and development activities to support employee engagement as needed.

• Coordinate with internal teams of key customers to facilitate in‑office meetings, events, local programs, and gatherings at special congresses;
• Lead planning & logistics for events or outreach across therapeutic areas, in collaboration with local teams.

• Minimum 0‑5 years of administrative experience supporting Management, and preferably with field teams;
• Familiarity with the organization or pharma/biotechnology is strongly preferred;
• Previous experience must include responsibilities for managing confidential information;
• Ability to plan, coordinate, organize, and prioritize work within and across functional groups and execute strategically;
• Oversees and promotes…